Executive Assistant

Equiliem; Sunnyvale (CA); On-site; USD 55,000 - 61,000; Full time

Benefits offered by this job

Medical Insurance

Vision & Dental Insurance

Life Insurance

Matching 401(k)

Commuter Benefits

Employee Discounts & Rewards

Payroll Payment Options

Job summary

Equiliem, located in Sunnyvale, CA, is seeking an Executive Assistant to provide high‑level administrative support to the Senior Director of Global Supply Chain and the Marine Systems team. The role requires strong executive support experience, excellent organization, and the ability to manage competing priorities.

Responsibilities include managing calendars, coordinating travel, organizing meetings and events, preparing documents and metrics, and handling confidential information.

Qualifications

• High school diploma or equivalent with at least 6 years of executive/administrative experience.
• Associate degree with at least 4 years of relevant experience.
• Bachelor’s degree with at least 2 years of relevant experience.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, including advanced Outlook calendar management and Microsoft Teams.
• Experience coordinating meetings, conferences, and corporate events.
• Experience arranging travel and processing expenses using Concur or similar software.
• Strong organizational, communication, proofreading, and problem‑solving skills.
• Ability to work independently, manage competing priorities, and handle confidential information.

Responsibilities

• Manage executive calendars, schedule meetings, and resolve scheduling conflicts.
• Coordinate domestic and international travel and process expense reports.
• Organize staff meetings, customer briefings, and leadership events, including room reservations, catering, and meeting materials.
• Prepare presentations, reports, correspondence, and department metrics using Microsoft Office.
• Track action items, monitor deadlines, and follow up with responsible parties.
• Coordinate visitor access, badges, and guest reception.
• Maintain confidential records and support communication between leadership and staff.

Skills

Outlook calendar

Microsoft Office

Travel coordination

Communication

Independence

Education

High school diploma + 6 years EA experience

Associate degree + 4 years experience

Bachelor’s degree + 2 years experience

Tools

Concur

SharePoint

Teams

SAP

Job description

Job Title: Executive Assistant

Location: Sunnyvale, CA

Schedule/Shift: Fully onsite; 9/80 schedule, averaging 40 hours per week

Pay per hour: $40.00 - $44.00

Job Diva Number: 26-12213

Job summary

The Executive Assistant provides high-level administrative support to the Senior Director of Global Supply Chain and the Marine Systems team. This role requires strong executive support experience, excellent organizational skills, attention to detail, and the ability to manage competing priorities.

Responsibilities

• Manage executive calendars, schedule meetings, and resolve scheduling conflicts.
• Coordinate domestic and international travel and process expense reports.
• Organize staff meetings, customer briefings, and leadership events, including room reservations, catering, and meeting materials.
• Prepare presentations, reports, correspondence, and department metrics using Microsoft Office.
• Track action items, monitor deadlines, and follow up with responsible parties.
• Coordinate visitor access, badges, and guest reception.
• Maintain confidential records and support communication between leadership and staff.

Qualifications

• Meet one of the following education and experience combinations:
• High school diploma or equivalent with at least 6 years of relevant executive assistant or comparable administrative experience.
• Associate degree with at least 4 years of relevant experience.
• Bachelor's degree with at least 2 years of relevant experience.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, including advanced Outlook calendar management and Microsoft Teams.
• Experience coordinating meetings, conferences, and corporate events.
• Experience arranging travel and processing expenses using Concur or similar software.
• Strong organizational, communication, proofreading, and problem‑solving skills.
• Ability to work independently, manage competing priorities, and handle confidential information.

Preferred Qualifications

• Experience with SharePoint, SAP, Concur, and facilities‑request systems.
• Experience compiling data and preparing reports and presentations.
• Government contracting experience.
• Basic financial and business knowledge.

Schedule

Fully onsite; 9/80 schedule, averaging 40 hours per week

About Equiliem

Equiliem believes in empowering success. It's our job to cultivate relationships that connect people and employers in a way that is inclusive, intelligent, and allows both to thrive.

Across the U.S., leading companies in healthcare, government, engineering, manufacturing, professional services, and energy rely on us for their workforce solutions. Our recruiting and HR services include contract and direct hire staffing, Payrolling/EOR, Independent Contractor Compliance, and Managed Services.

For almost 30 years, we've helped shape our industry. Today, we continue to research, ask questions, and continuously enhance the candidate journey and client experience.

Benefits

We offer a comprehensive benefits package to our employees, which includes:

• Medical Insurance
• Vision & Dental Insurance
• Life Insurance
• Matching 401(k)
• Commuter Benefits
• Employee Discounts & Rewards
• Payroll Payment Options

Future Communication Consent

By applying, you are providing consent for Equiliem to engage with you via phone calls, AI‑generated calls, AI‑generated text messages, standard text messages, and/or emails to share job opportunities. Consistent with our Privacy Policy, information obtained will not be shared with third parties for marketing or promotional purposes. Message frequency may vary for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You may reply STOP to cancel or HELP for assistance.

EEO Employer

Equiliem is an equal opportunity employer. We do not discriminate or allow discrimination based on race, color, religion, creed, sex, age, sexual orientation, gender identity, national origin, ancestry, citizenship, genetic information, registered domestic partner status, marital status, disability, status as a crime victim, protected veteran status, political affiliation, union membership, or any other characteristic protected by law. Equiliem will consider qualified applicants with criminal histories in a manner consistent with the requirements of applicable law. If you have visited our website in search of information on employment opportunities or to apply for a position, and you require an accommodation in using our website for a search or application, please contact our Employee Services Department at [email protected] or [phone].